A SaaS agency onboarding dozens of new clients every month was spending an average of 17 minutes per client on manual tasks — writing welcome emails, creating Notion task lists, updating the CRM and notifying the team on Slack. I built a fully automated pipeline using n8n and the Claude API that completes the entire process in 3–4 seconds.

How I built the automation

1. 1

   Process audit — mapped every step of the manual onboarding flow and identified bottlenecks: copy-paste errors, inconsistent emails, delays between steps.

2. 2

   Workflow design in n8n — Webhook trigger → data validation → CRM check (HubSpot) → Claude AI → parallel output actions.

3. 3

   Prompt engineering for Claude — designed a system prompt that generates a personalised welcome email (PL/EN), a 12-item onboarding task list and a CRM note from raw client data.

4. 4

   Integrations — Gmail/SendGrid (email), Notion (tasks), HubSpot (deal stage → 'Onboarded'), Slack (notification to #onboarding channel).

5. 5

   Testing & monitoring — analytics dashboard, automatic error alerts and retry logic for failed nodes.

Screenshots